SECRETARY

Job Vacancy: Secretary 

Organization: International Coconut Community (ICC) www.coconutcommunity.org

About the Role

We are seeking a highly organized, diplomatic, and professional individual to serve as Secretary. This position is vital to facilitating the efficient functioning of the Director General. The ideal candidate will seamlessly handle administrative duties while interacting professionally with officials, member country representatives, and external organizations.

Key Responsibilities

• Provide high-level administrative, secretarial, and clerical support to the Director General and Deputy Director General.

• Manage institutional correspondence, including the implementation of systematic and numbering protocols to ensure organizational accuracy and consistency.

• Assist in drafting and proofreading official letters, memos, and reports for the Director General, ensuring they are accurate, properly formatted, and meet professional standards.

• Coordinate schedules, manage appointments, and facilitate high-level interactions with guests and officials on behalf of the Director General and Deputy Director General.

• Oversee the efficient management of incoming and outgoing communications, including electronic, facsimile, and postal correspondence.  

• Maintain a robust, orderly filing system for all institutional communications, project  documentations, and archives.

• Manage and update the stakeholder contact database, including partners, member country representatives, and key personnel.

• Assist in the typing and preparation of ICC regular and ad-hoc or special publications, project reports, seminar/workshop proceedings, and other  documents.

• Assist in the annual audit and inventory of office assets and publications.

• Attend to any other work that may be assigned by the Director General, Deputy Director General, and Finance and Administrative director from time to time.

Qualifications & Requirements

• Gender: ICC is actively committed to achieving gender balance within its secretariat. We strongly encourage qualified female candidates to apply for this position to contribute to a more diverse organizational environment.

• Citizenship: Indonesian.

• Age: Must be within the age of 25-40.

• Education: Bachelor’s degree in Secretarial Science, Business Administration, or a related field. (Diploma holders with significant, relevant professional experience are also encouraged to apply).

• Professional Experience: Minimum of 3-5 years of progressive experience in secretarial support, executive assistance, or administrative roles, preferably within an international or intergovernmental organization.

• Technical Skills: Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, outlook) and cloud-based collaboration tools. Experience in managing modern office technology, including scanners, high-speed printers, and digital conferencing infrastructure. Proven ability in accurate minute-taking, drafting of official correspondence, and document management. Photography and social media skills are preferable.

• Professional Competencies: Fluency in English (written and spoken) is required. Proficiency in additional languages relevant to ICC member countries is an asset. Exceptional interpersonal skills with the ability to exercise tact, discretion, and diplomacy when interacting with high-level officials, delegates and external partners. Must be efficiently organizing and monitoring the Director General's programmes. Proven ability to manage complex calendars, organize high-level meetings, and prioritize tasks effectively in a fast-paced environment. Capacity to handle ad-hoc administrative requests with professional maturity and accuracy.

• Personality: Must be diplomatic in addressing inquiries.

Compensation

• Scale of pay: USD 700

• Provident Fund: Includes an Employees’ Provident Fund scheme (15% Community contribution and 6% employee contribution of basic monthly salary).

• Separation Allowance: Equivalent to one month’s basic salary (at the latest rate) for every year of service. Note: Not applicable if separated from service for cause.

Application Details

• Submission Date: 29 July 2026

Interested persons are encouraged to apply in writing by email directly to the: 

Director General

International Coconut Community

8th Floor Ministry of Trade Building

Jl. Kramat Raya No. 172, Kenari, Senen, Jakarta 10430 Telp. (021) 3100 553

Please provide a detailed CV with names and contact details of at least three (3) referees with your application to be sent by email to ICC: icc.admfinance@coconutcommunity.org